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Leave from HDR studies

Leave from HDR studies

HDR candidates are entitled to take leave or suspend their studies. Taking leave or suspending can help you manage challenges that would otherwise impact your ability to finish your degree on time. Leave is for a period of a few days or a few weeks. Suspensions are for 1–4 research periods, with different requirements for international and domestic students. Leave and suspensions impact your candidature time limits differently.

Candidature time limits

HDR candidatures are organised by research periods (RPs). An academic year comprises 4 RPs, which are used to calculate tuition fees, scholarship payments, and the amount of time you have left to submit your thesis for examination.

PhD candidates who commenced after 1 January 2019 are required to submit their thesis after no more than 16 research periods Equivalent Full-Time Student Load (EFTSL).

Master’s by Research candidates who commenced after 1 January 2019 are required to submit their thesis by the end of 8 research periods EFTSL. Check the University of Sydney (Higher Degree by Research) Rule 2011 (as amended) for length of candidature requirements.

If you need to take a break from your studies, check with Higher Degree by Research Administration Centre (HDRAC) whether you should request leave or to suspend so you don’t use up your allocated candidature time.

Understanding your leave entitlements

If you receive a scholarship (from the University or another funding body), you should check the scholarship’s terms and conditions for leave entitlements, as you might stop receiving payments during significant leave periods. Make sure you’re aware of your scholarship’s notification procedures for taking significant leave – you may need to formally notify your funding bodies to restart payments when you return to active candidature.

If you have questions regarding your leave entitlements, contact HDRAC.

Types of leave

Below is a summary of the types of leave available. The University also outlines HDR leave entitlements on their website, including useful information about suspension deadlines.

Sick leave

Research Training Program (RTP) and University of Sydney International Stipend Scholarship (USYDIS) holders can apply for up to 10 working days of paid sick leave for each year of their scholarship. Consult the terms and conditions of your scholarship for provisions for longer periods of paid sick leave. If you require more time off than this, contact HDRAC to discuss options. If you need to take carer’s leave, you may use some of your sick leave for this. If you’re deemed ineligible for more than 10 days paid sick leave, you can still try to access leave through a leave of absence or suspension.

Leave of absence

If you need to take a break for less than one research period, apply for a leave of absence.

A leave of absence does not stop the time on your candidature – you are still considered to be enrolled for that research period (and are liable for tuition fees, if applicable). A leave of absence does not change your completion timeline.

Suspension

If you need to take longer leave, you can apply to suspend your candidature for one or more research periods. Suspension stops the time on your candidature for the approved research period, and will therefore change your thesis submission date. This means you will need to adjust your progress plan with your latest possible thesis submission date.

HDR candidates can usually only suspend their studies after they have completed 12 months Equivalent Full-Time Student Load (EFTSL), and have had their candidature confirmed (i.e. passed probation). However, you can request a suspension within your first 12 months for exceptional circumstances like health, family or work matters. If you receive a scholarship, check for any restrictions on suspending. For example, the Research Training Program Stipend Scholarship (RTPSS) does not currently permit suspensions in the first 6 months of candidature, and you will not be eligible for payment during your period of suspension.

Accessing the University Library and other facilities while suspended

If you suspend your studies, you will lose access to University Library borrowing privileges, and will need to apply for a temporary library account if you want to use library services during your suspension. Make sure you do this before your suspension starts. To speed up the registration process, the Library suggests submitting the application form in person to the Student Centre rather than by email. Visit the Library website for further information.

You will also lose access to facilities, such as your laboratory, but you can request your lead supervisor to grant you special or voluntary access to the lab during a period of suspension.

Annual leave

RTP and USYDIS scholarship holders are entitled to up to 20 working days of recreational leave for each year they receive the award. This leave is integrated into your regular scholarship payments. Recreational leave does not accrue – any portion that is unused by the end of your award is forfeited. Annual leave does not stop the time on your candidature so it’s a good idea to plan your annual leave with your lead supervisor to ensure you can maintain good progress. We recommend HDR students take holidays when possible. A break from your thesis each year can be beneficial to you and your progress.

Parental leave

All HDR students on stipends (RTP, UPA, USYDIS) who are new parents can access 12 weeks of paid leave over the course of their HDR candidature. Other scholarships will have different provisions for parental leave – please read your terms and conditions.

RTP, UPA and USYDIS scholarship holders can apply for parental leave once they have already completed 12 months of their scholarship. You must apply for this leave at least 4 weeks prior to leave commencement date. If you want to take a longer period of time off, you can suspend your candidature. Parental leave does not stop your candidature time.

Pregnancy

Discrimination against a worker due to pregnancy is illegal in Australia. University staff must adhere to policy, and treat all students with respect. HDR supervisors must be responsive and supportive to your health needs – including pregnancy – and be prepared to discuss leave entitlements.

International students are allowed to take leave too!

If you’re an international student experiencing exceptional circumstances (like pregnancy, illness or misadventure), national legislation requires the University to provide the opportunity for you to take time off from your studies. Contact HDRAC for information on applying for a suspension.

Applying for leave and supervisor approval

Even if you’re accessing recreational leave that you’re entitled to under your RTP or USYDIS scholarship, you need to give your supervisor notice and log it in RECS. In the case of paid sick leave, inform your supervisor as soon as you reasonably can that you need to take sick leave.

All leave requests should be made via RECS, which includes a step for supervisor approval. Supervisors need to agree with recreational leave, sick leave and parental leave requests and approve leave of absence or suspension leave requests. If you have concerns over your supervisor approving your leave request you may contact your postgraduate coordinator for assistance.

Leave entitlements and workplace health and safety

Leave entitlements exist in University policy because the University is legally obliged to look after its workers – which includes HDR candidates. Ignoring a worker’s health could mean the University is contravening its responsibility to provide a safe workplace.

If you have any concerns or issues around accessing your leave entitlements, contact us for advice.

Resuming your research after leave

It’s vital to follow any necessary administrative processes to inform the University when you’re going to resume active candidature. This also ensures any scholarship payments will re-commence. You will be emailed before you are due to resume your studies with information about how to re-enrol. You should also get in contact with your supervisor to discuss your plans for returning to your studies.